The Giving Team is often asked if we can provide template letters for stewardship days, or for a Parish Giving Scheme launch.
We are able to share examples of what others have written but if your communications are to be effective, we would always encourage you to write from the heart. It is your passion, that will inspire others to give.
As always, we can take inspiration from the Bible. St Paul is the original letter writer! What we love most is how real and passionate his letters are. Put aside for a minute what he was writing about, and take a look at how he writes.
The way St Paul begins his letters, is so important.
He introduces himself, declares himself to be a friend, a brother in Christ, addresses who the letter is to, and begins with a prayer. You might say he’s building trust.
He often continues by giving thanks (1 Corinthians 1 and Ephesians 1:15). And he addresses people by name (Romans 16:1-16). He is genuine in knowing who they are and their situation.
But if there’s a problem, wow! He quickly gets right to the heart of the matter. In his letter to the Galatians, Paul is straight into it (and them!) and he doesn’t hold back. He has an urgent message to get across.
Fortunately, by chapter 6, he is helping them find the way, see the solution. He is telling them what action to take to get back on track.
Can we be inspired by St Paul?
If we follow St Paul’s letter structure, then we won’t go far wrong.
- Introduce yourself, why are you writing? Build trust.
- Greet people by name, if you can.
- Set the context for why you are writing. What’s happened? How did we get here?
- Give thanks.
- Hold up! There’s a problem and it’s urgent.
- Propose your solution.
- What action can the reader take? How can they help? What do they need to do? At this point, if you are asking people to give, make it as clear and easy as possible.
- Sign off personally – hand sign it if you can, and use blue ink.
- Use a PS. (I don’t know if St Paul ever used a PS, but for printed letters, they are one of the things that people read first, after they look to see who has written to them.)
Write with passion, as if to a friend
Crucially, when you start to write, picture the person you are writing to. Write as if to a friend. Don’t be too formal. Making it sound like you, is what makes it genuine.
Perhaps, like me, you were told never to start letters with And or But. But I’ve always ignored that. And how lovely to see that St Paul does too. It’s actually considered a style of writing in direct marketing, one that engages your audience and feels more personal. As always, it was there in the Bible already.
If you need help writing a letter, let us know! We are here to help.
Be clear and make it easy to give
- If you are seeking a regular monthly donation, include the link to Parish Giving Scheme, along with the QR code.
- Supply a printed Gift Form pre-filled with your PGS parish code, to make it easier to complete -even if you expect people to sign up online.
If you are seeking a cash donation include at least three ways to make the donation
- QR code
- Cheque (state who to make it payable to – and where to deposit it)
- BACS – include the church bank account number and sort code, and the reference to use
- Cash – is there a wall safe
- Contactless – where to find the card machine in church
Be clear who is collecting donations
Include a photo of the treasurer and any key fundraisers. We like to think that everyone in the church knows everyone’s names and roles – but it’s not always the case.
Gift Aid
Donors making online donations will be able to indicate if the donation can be Gift Aided or complete an online form. If you are unsure, include a Gift Aid Declaration with your thank you letter.
It is good practice to remind everyone of the Gift Aid rules at least every two years, to ensure that declarations are still valid.
Thank your donors and keep them up to date with progress. They may give again!
Examples from other parishes
We’ve recently worked with two parishes to draft letters according to their circumstance. You can read them here – they have been anonymised!
- Branksome's New Beginning
- Four tailored letters – Woodsford PCC
A guide to writing a stewardship letter.
Download Parish Giving Scheme leaflets and posters.
Check out example Fundraising Appeal Leaflets from across the Diocese.